Manage attachments in Document Management libraries

Attachments are files that are attached to AODocs documents. Attachments in Document Management libraries can be stored in any of the compatible storage platforms. 

Learn more:

Documents in Document Management libraries can have no attachments, one attachment or several attachments.

This article describes the options available for managing attachments that are specific to Document Management libraries. After adding attachments, you can:

Automatically generated table of contents

Note: You can also:
upload non-Google attachments in libraries using Google Drive
preview attachments
download attachments


Rename attachments

1. Open a document in a Document Management library.

2. Click the Edit button.

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3. Scroll down to Attachments.

4. Click the Edit button next to the attachment you want to rename.

5. Enter a new name for your attachment.

6. Validate or cancel your change using the check mark or cross button.

7. Click Save.

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Re-order attachments

If you have more than one attachment in your document, you can display them in the order you want. 

1. Open a document in a Document Management library.

2. Click the Edit button.

3. Scroll down to Attachments.

4. In libraries using Google Drive, use the arrow buttons to re-order the attachments in your document.

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In libraries using Google Cloud Storage or Azure Blob storage, click the icon with dots next to an attachment and drag and drop it to the required position in the list.

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5. Click Save.


Remove attachments

1. Open a document in a Document Management library.

2. Click the Edit button.

3. Scroll down to Attachments.

4. Click the red trash button next to the attachment you want to delete.

Important: Before saving, you can cancel your action by clicking the red backward arrow. After removing an attachment from a document, you can't restore it.

5. Click Save.

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Comments

22 comments
  • Is there a way an Approver can also attach a Document while Approving

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  • Can I add attachments from google shared drives in document management library?

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  • hello,

    can I restore a deleted attachment?

    Best Regards,
    Ahmed Anter

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  • If the user has edit access to the document, she/he will be able to rename the attachment. But you can enforce a name to attachment using custom scripts (everytime the document is saved, the original attachment name is restored).

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  • Hi There,
    Can I "move" attachments from one document to another, without having to download it? For example, a customer has created 17 documents in a DML but now wants to merge them into one document. Your prompt response is appreciated. Thanks

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  • It would be helpful to mention what permissions you need to have in order to remove an attachment. It appears you need to be an owner on the record.

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  • Yes, this answers the question. Thanks!

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  • Indeed Baptiste, you cannot import files in AODocs that you are not the owner of. To import a file that currently belongs to Shared Drive you have two options:
    1. if you are the Manager of the Shared Drive, you can export the Drive File back to your My Drive
    2. you can make a copy of the Drive File (you need to do it from the Search page of Google Drive) and the file will be copied in your My Drive.
    Once the Drive file is in you My Drive you can import it into AODocs.

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  • Hi Daniel,
    You can remove an attachment as long as you have edit rights on the AODocs document.
    In the current web interface, you know you can edit an AODocs document if you see the pen icon on the top right corner.
    The "ownership" of the AODocs attachments stored in Google Drive, in the strict Google Drive vocabulary sense, is a company storage account (not an employee account). More info on storage accounts if need be: https://support.aodocs.com/hc/en-us/articles/205648334-What-is-the-AODocs-storage-account
    Does this answer your question? If yes, we'll this precision to the article!

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  • Can you prevent a user from changing the attached file name?

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  • Is there a way, other than renaming an Attachment, to attach an optional tag to an Attachment? If I have a Doc going thru a Workflow, but only some of the Attachments are to be actually "published" or sent to other systems. How can I make it easy for Workflow Approvers to select "e1" or "p2" tags for the different attachments?

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  • Is there any way to restrict certain users to access attachments in a certain document?
    I.e: prevent users (non-admins) to not have access to the attachments of a case they are not assigned to..

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  • Hi Julie,
    No there is no limit on how many files you can attach to an AODocs document.

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  • Hi Shrini,
    Thanks for your comment. Feel free to create a feature request on our Community pages!
    https://support.aodocs.com/hc/en-us/community/topics/200132124-AODocs-Feature-Requests
    Best,
    Catherine

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  • Hi Misti,
    Thank you for your query.
    Don't hesitate to log a Feature Request on our community. Then other clients can review and vote for it: https://support.aodocs.com/hc/en-us/community/topics/200132124-AODocs-Feature-Requests
    Cheers

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  • Hi Alice,
    I understand our support team has been in contact with you.

    Just to reiterate: the sharing permissions of attachments are the same as the document they're attached to; permissions on attachments can't be set differently from those of the document itself.

    Don't hesitate to log Feature Requests on our community. Then other clients can review and vote for them: https://support.aodocs.com/hc/en-us/community/topics/200132124-AODocs-Feature-Requests

    Thanks!

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  • There is another way to retrieve the detached attachment using the API. As an AODocs super admin, you need to insertDocument API using the attachment ID of the detached attachment into a Secured Folder or a Team Folder. Once imported again into a new library you can use the export feature (back to user's Drive).

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  • I can't seem to add attachments directly from a Shared Drive to a document in a DML. Is it possible ?
    If not is there any solution other than copying the files from the Shared Drive to a my Drive or downloading the files and importing them ?

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  • @Thibault for an attachment that was removed from the AODocs document, the only way to retrieve it would be to log in from the storage account Drive and change the sharing? Is there any way to retrieve it from the AODocs interface?

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  • When you delete an attachment, is the file itself deleted, or simply removed as an attachment?

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  • @Marius when you remove an attachment from the AODocs document it is not completely deleted. It is completely unshared to anyone but still present in the storage account Drive.

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  • How many documents can you attach? Is there a limit?

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